📋 Overview
The N&C Project Portal is your internal operating system. Password protected — team access only. Three core areas:
Board — tracks every lead and client through the 6-stage pipeline
Tasks — internal team task tracker, separate from clients
Clients — client workspaces with retainer info and portal passcodes
URL: portal.norviaandcarter.co · Team passcode stored in 1Password · AI Assistant always active
🚀 The 6-Stage Pipeline
Cards move left to right. Never skip a stage. Gates enforce the rules automatically.
Outreach
→
Triage
→
Onboard
→
Interview
→
Fulfillment
→
Maintenance
| Stage | What it means | Gate to enter |
|---|
| Outreach | Cold/warm leads being contacted | None |
| Triage | Lead responded, evaluating fit | None |
| Onboard | Proposal sent, awaiting contract + deposit | None |
| Interview | Signed & paid, gathering info | NDA + Deposit |
| Fulfillment | Build in progress | NDA + Deposit + Vault + KB + Loom |
| Maintenance | Live retainer, monthly audits | QC passed + Contractor revoked |
➕ Adding & Moving Cards
Add a new lead
Click + Add Card in the sidebar or topbar
Fill in client name, business type, priority — set column to Outreach
Assign to Norvia for all Outreach and Triage cards
Set a due date for first follow-up → Click Save
Move a card
Click and drag the card to the next column
If gate requirements are missing, a toast tells you what's needed
Edit the card, check the required items, then drag again
When you drag a card into Triage, Onboard, Interview, Fulfillment, or Maintenance — Make.com fires automatically and sends an email. No manual action needed.
👤 Setting Up Client Portal Access
Go to Clients tab → click + Add Client
Fill in business name, niche, contact name, retainer amount
Set a unique passcode (4-8 characters) in the Portal Passcode field
Click Save → send client the URL and their passcode
Make sure the client name in the Clients tab matches their pipeline card name exactly
Client URL: portal.norviaandcarter.co — same URL, different experience based on passcode entered.
✓ Internal Tasks
Tasks tab is for N&C team work only. Four columns: To Do → In Progress → In Review → Done.
Click Tasks in the sidebar → click + Add Task
Fill in name, category, priority, assignee, due date → Save
Drag tasks between columns or click the checkbox to mark done
Assignee gets an email notification automatically when a task is saved
Everyone gets a daily 8am digest of their open tasks
⟳ Webhooks & Automations
Pipeline Webhooks — one Make.com URL per column, fires on card move
Task Saved — fires when any task is created or updated
Task Done — fires when a task is marked complete
Daily Digest — Make.com triggers at 8am every day
To update: click Webhooks in sidebar → paste URL → Save Webhooks → Test
🔒 Non-Negotiable Rules
Every active lead gets a card. No leads managed outside the portal.
Cards move in order. Never skip a stage.
Gate items must actually be done before checking them. No shortcuts.
API keys and credentials go in 1Password — never in card descriptions.
Maintenance client notes updated by the 5th of every month.
Contractor access revoked immediately when a project hits Maintenance.
The portal is internal only. Never share the team passcode publicly.
👤 What Clients See
When a client enters their passcode at portal.norviaandcarter.co, they see a fully branded dashboard — not your internal kanban. They see only their own project. Nothing else.
Their dashboard has 5 sections:
Pipeline Tracker — visual showing all 6 stages with their position highlighted
Current Stage Info — plain English explanation of what's happening and what comes next
Project Checklist — NDA, deposit, vault, KB, Loom, QC — what's done and what's pending
Investment Summary — setup fee, retainer, live status
Message Box — they can send you a message directly from the portal
Clients cannot see other clients, the kanban board, team members, or any internal data.
🔑 How to Set Up a Client
Step 1 — Add their card to the pipeline
Click + Add Card → enter their business name exactly as you want it to appear
Fill in retainer, setup fee, priority, and business type
Set the correct column based on where they are in the process
Step 2 — Add them as a client
Click Clients tab → + Add Client
Enter their business name — must match their pipeline card name
Set a passcode (4-8 characters — make it memorable but not obvious)
Add their contact name, niche, and retainer amount
Click Save
Step 3 — Send them access
Send this to every new client:
"Your project portal is live.
URL: portal.norviaandcarter.co
Passcode: [their code]
Log in anytime to see where your project stands. We respond within 4 business hours."
📝 Keeping the Client Dashboard Current
The client dashboard pulls live from their pipeline card. To update what they see:
To update their stage
Drag their card to the next column on the Board — their dashboard updates instantly
To update their checklist
Click their card → check the completed items (NDA, Deposit, etc.) → Save
The checkmarks update on their dashboard in real time
To send them an update message
Click their card → update the Monthly Notes field → Save
Whatever you write there appears on their dashboard under "Latest Update from Your Team"
Update Monthly Notes by the 5th of every month for all Maintenance clients. This is what they see when they log in.
💬 Client Messages
Clients can send you a message directly from their portal. When they do, it fires the Maintenance webhook to Make.com which sends you an email notification.
Make sure the Maintenance webhook is set in your Webhooks panel
Respond to all client messages within 4 business hours
Reply via email — the portal does not have a two-way chat yet
🔒 Client Portal Rules
Every active client gets their own passcode — no shared codes.
Store all client passcodes in 1Password under their client folder.
If a client leaves, remove them from the Clients tab — their passcode stops working immediately.
Never give a client the team passcode — it exposes the internal kanban.
Monthly Notes must be updated before the 5th — clients check this regularly.